2002-06-20 City of Southlake
CITY COUNCIL JUNE RETREAT MEETING
DAY ONE — JUNE 20, 2002
4:00 p.m.
MINUTES
CITY COUNCIL PRESENT: Mayor Rick Stacy, Mayor Pro Tem W. Ralph Evans,
Deputy Mayor Pro Tem Greg Standerfer; Councilmembers: Carolyn Morris, Rex Potter,
and Tom Stephen.
CITY COUNCIL ABSENT: Keith Shankland
STAFF PRESENT: City Manager Billy Campbell, Assistant City Manager Shana
Yelverton, Assistant to the City Manager John Eaglen, Community Services Director
Kevin Hugman, Finance Director Sharen Elam, Planning Director Bruce Payne, Public
Works Director Pedram Farahnak, Director of Economic Development Greg Last,
Director of Public Safety Rick Black, Police Chief Marlin Price, Deputy Director of
Administrative Services Malcolm Jackson, Director of Human Resources Harold Cates,
Public Information Officer James Kunke, City Manager's Office Interns Ben Thatcher
and Garrett Mills, and Acting City Secretary Kim Bush.
Agenda Item No. 1. City Manager Billy Campbell stated that the purpose of the Retreat
is to take some informal time to begin preparations for the upcoming budget year and to
plan for the next twelve months. He also commented on accomplishments made since
the last Retreat. Mr. Campbell informed the Council that the agenda order has changed
in order to accommodate the City Attorney's schedule.
Agenda Item No. 2. Discussion.
Status of FM1938 Expansion and SH114 Wall Street Bridge. Director of Planning Bruce
Payne discussed the status of the FM1938 (Randol Mill) expansion project and the Wall
Street bridge. He stated that the expansion plans have been approved by TxDOT, but
State funding has not yet been secured. The County is working on right -of -way
acquisition and the City will be programming funds in the CIP for trails, landscaping,
utility relocation, etc. Replacement of the Wall Street bridge is still being considered and
TxDOT has submitted three additional alternatives. Nothing will be done about he bridge
until the funnel project further east on SH114 has started. This will give TxDOT the
opportunity to study how effectively the existing Wall Street bridge and the new bridge to
Northwest Highway are functioning.
SB 1074 - Racial Profiling. Police Chief Marlin Price discussed Southlake DPS
compliance with Senate Bill 1074 addressing racial profiling. Chief Price commented
that the department has developed a policy, established a complaint process, conducted
training for all officers, and has developed a data collection system. The Texas
City Council June Retreat Day One, June 20, 2002, Page 1 of 4
Commission on Law Enforcement will review the City's documentation. Staff is
recommending that an independent criminal justice professional be used to review and
provide insight into data analysis.
Regional Transit Study. Director of Economic Development Greg Last discussed the
Regional Transit Study and recommended that City Council support the study requested
by Metroport Cities Partnership to be performed by COG at no cost to the cities. The
COG is the Metropolitan Planning Organization for the D/FW area and they annually
undertake internal studies as a service to member communities. City Council indicated to
staff their support of the study.
Drainage Master Plan and Storm Water Phase II. Director of Public Works Pedram
Farahnak discussed the Drainage Master Plan scope stating that the master plan follows
the recommendation of the 1998 Master Drainage Report, performs actual surveys of all
primary creeks, provides estimated cost of necessary drainage improvements, establishes
funding mechanism and fees for drainage related improvements, and complies with the
Phase II Storm Water Clean Water Act. He explained that rules were developed as part
of the National Pollutant Discharge Elimination System (NPDES) in compliance with the
Clean Water Act to prevent excessive amounts of pollutants from entering the state and
U.S. waters. The NPDES permit application to the EPA is due by March 10, 2003. Mr.
Farahnak commented that the creation of a Drainage Utility System (DUS) would be a
possible funding source. The Texas Local Government Code allows assessments of fees
on an improved property for drainage service improvements. The Council commented on
their concerns with collecting a fee from residents prior to knowing the actual cost for
improvements.
Pavement Management. Director of Public Works Pedram Farahnak discussed pavement
issues in Southlake and commented that there are 180 miles of paved road (excluding
SH114, FM1709, and FM1938), 54% are asphalt, 45.5% are concrete, and 0.5% are
gravel. Staff is already in the process of acquiring a report that will measure current
pavement conditions street -by- street by measuring surface distress, riding comfort, and
structural adequacy. The final report will give an overall picture of required funds
needed to properly maintain the street network and will prioritize streets according to
need for maintenance for most cost effective use of funds.
Fort Worth Water Contract. Director of Public Works Pedram Farahnak discussed the
proposed Fort Worth "uniform" contract and the current "non- uniform" contract. In the
proposed contract, Fort Worth has agreed to Southlake's second point of connection for
water supply at the Caylor Road tank, has agreed to construct an additional 48" diameter
supply pipe to the Caylor tank at a cost of $9,000,000 — Southlake's share of the cost is
$2,970,000 which must be paid over a 60 -month period starting in FY2004 -05. The City
will be required to collect "System Access Fees" or impact fees for all new and enlarged
water connections. City Council discussed implementing water conservation methods
i.e., automatic sprinkler shutoffs when its raining, charges for using more than a certain
amount of water.
City Council June Retreat Day One, June 20, 2002, Page 2 of 4
FY2002 -03 Review. Director of Finance Sharen Elam presented an overview of
revenues collected and expenditures to -date. Ms. Elam informed the Council that current
estimates indicate that the City will end the year with a 23.4% fund balance. She stated
that changes to the FY2002 -03 budget included reducing expenditures by $680,000 and
forgoing capital projects for the year.
Fee Schedule. Director of Finance Sharen Elam commented that the fee schedule is
reviewed and compared to other cities in the area annually by each department. A
presentation on recommended changes was made by each department Comments from
City Council included:
1. Building Services Non - Refundable plan deposit — Mayor Stacy did not
support the charge. He felt this was the cost of doing business.
Councilmembers Potter and Stephen support charging.
2. Councilmember Potter recommended reviewing the fees associated with tower
leases.
3. Staff is suggesting a volunteer donation to the Library on customer water bills.
4. Council would like to get a copy of the steps in the plan process (presented by
the Planning Department) and suggested that other departments show the steps
involved in their area.
5. Councilmember Stephen requested information on the collection of traffic
tickets and whether the rate of collection has gone up since hiring the new
judge.
6. Consider SPDC and Crime Control covering the cost for vehicle replacement
in each of their areas.
Town Square TIF Issues. Director of Finance Sharen Elam and City Manager Billy
Campbell discussed the developer reimbursement that was approved in Phase I and II,
Town Square developer agreements. Council was provided a binder from Cooper and
Stebbins. Mr. Campbell suggested that Council review the 10 -page summary provided at
the beginning of the binder. He explained that the agreement addressed reimbursement
for infrastructure cost up to $4 million in Phase I and $500,000 in Phase II. Staff is
requesting direction from City Council on what approach to take on reimbursing the
developer. The following options were discussed:
1. Follow the agreement 100%
2. Reimburse the developer limited to TIF revenues in excess of debt service
requirement over $10 million.
3. Reimburse the developer according to amortization schedule at 7.9% interest.
4. Issue bonds to reimburse developer 100% at possible 4% interest.
Councilmember Stephen suggested that an audit be conducted and that the effect of each
of the options be detailed and brought back to City Council for consideration at its next
regular meeting.
City Council June Retreat Day One, June 20, 2002, Page 3 of 4
Town Hall Parking Agreement. City Manager Billy Campbell discussed parking issues
for Town Hall. He commented that he and Brian Stebbins are meeting on a regular basis
to discuss Town Hall issues and working out issues on parking.
Public Improvement District. Director of Economic Development Greg Last discussed
the merits of initiating a Public Improvement District (PID) on a portion of Terrabrook's
Aventerra project (Tract II) and requested direction on whether or not to proceed with
PID No. 1. Mr. Last commented that a full financial analysis has been performed by First
Southwest regarding various financial characteristics of the program and is included in
the PID No. 1 booklet that was provided with the Retreat binder. The City Attorney's
office as well as bond counsel have been involved in the preliminary evaluation and
preparation of materials for the PID No. 1. Jim Sabonis with First Southwest was
presented and commented that there are no negative impacts on the City associated with a
PID. Council agreed that staff should move forward with the development of PID No. 1.
Agenda Item No. 3. Executive Session. No executive session was held on Day One of
the Retreat. An addendum to the agenda for Day Two was posted to include an executive
session.
Agenda Item No. 4 Adjournment. There being no further business to discuss on Day One
of the Retreat the meeting was adjourned at 8:35 p.m.
"" Rick Stacy
ATTEST: TH�q
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K Bush
Acting City Secretary
City Council June Retreat Day One, June 20, 2002, Page 4 of 4